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University of Illinois Urbana-Champaign · 5 hours ago

Grants & Contracts Coordinator - Carl R. Woese Institute for Genomic Biology

Urbana, IL

Contract

Onsite

Mid Level

$70K/yr - $80K/yr

4+ years exp

The University of Illinois Urbana-Champaign's Carl R. Woese Institute for Genomic Biology is seeking a Grants and Contracts Coordinator to oversee post-award financial management and compliance. The role involves managing complex sponsored research projects, ensuring adherence to policies, and driving process improvements in grants administration.

Higher Education

No H1B

Responsibilities

Independently manage high-profile grant portfolios, assuming responsibility for major grants. Including but not limited to a large-scale DOE and ARPA-H grant, and other complex grants

Ensure alignment with sponsor guidelines and institutional policies by reviewing budgets, analyzing expenditures, and tracking spending trends

Exercise independent judgment in reviewing and approving expenditures to ensure compliance with sponsor, federal, and University policies. This includes but is not limited to transactions related to personnel appointments, procurement systems, travel, and reimbursements

Serve as a liaison to SPA

Proactively identify and resolve budgetary issues for major grants, taking initiative to troubleshoot and maintain compliance

Initiate Journal vouchers in BANNER

Prepare and reconcile monthly financial reports and other grant summaries, reports, and documents with minimal oversight. Independently develop financial projections, recaptures, and spend plans based on PI needs, award terms, and ongoing project goals

Prepare and manage comprehensive grant records. Ensure accurate data entry, tracking, and reporting for faculty, administration, and sponsors

Oversee and approve high-value transactions, including subaward invoices, journal vouchers (JVs), and iBuy transactions up to $250,000, ensuring accuracy and compliance

Collaborate with the Assistant Director, faculty, and program managers to develop strategic spending plans, while leading the creation of financial forecasts and projections; manage grant budget revisions and execute budget recapture processes to optimize resource utilization

Oversee compliance reviews for faculty effort reporting, cost-share commitments, progress reports, and expenditure certifications; ensure accurate documentation in the Activity Reporting System (ARS)

Assist with the review of awards and amended awards, ensuring all requirements are documented by completing award checklists as necessary

Assist with the execution and compliance of the semi-annual confirmation process

Provide expert guidance to faculty on the financial implications of hiring, staffing, and major expenditures

Lead and oversee all phases of award administration, including subaward management, negotiations, setup, and closeout for complex, high-risk projects. Ensure compliance with contractual terms, regulatory requirements, and timely submission of final reports and certifications

Oversee audit documentation and serve as a point of contact during internal and external audit processes. Respond to audit findings and follow up on required actions in collaboration with the supervisor

Provides support to the Assistant Director for post-award operations, providing operational input on financial planning, compliance, and resource allocation

Supports the Assistant Director by serving as a backup for team inquiries, offering expert guidance and resolutions on grants and contracts issues

Collaborate with the Assistant Director and leadership to develop and refine policies, implement best practices, and support process improvement initiatives across grants administration

Support the Director in the implementation of new systems and tools, process improvements, and assist in developing rollout plans and training materials. Maintain and update post-award process manuals and procedures to reflect current policies and best practices

Assist with training programs for new team members on grants and contracts processes and mentor junior staff

Maintain current knowledge of federal, state, and institutional regulations governing sponsored research. Participate in relevant professional development and training opportunities

Qualification

Grant managementFinancial analysisCompliance oversightBannerIBuyBudgetingCommunication skillsOrganizational skillsProblem-solving skillsMentoringAttention to detail

Required

Bachelor's degree in business administration, accounting, finance, economics, or a related field

4 years of experience in sponsored research administration, including managing complex grants

Preferred

Expert knowledge of federal, state, and institutional regulations governing sponsored projects

Proven ability to implement process improvements, lead system transitions, and manage complex portfolios

Experience with Banner, iBuy, and appointment portals

Advanced proficiency in financial analysis and projection tools

Exceptional ability to manage competing priorities in a fast-paced environment

Benefits

Health

Dental

Vision

Life Insurance

A Retirement Plan

Paid time Off

Tuition waivers for employees and dependents

Company

University of Illinois Urbana-Champaign

The University of Illinois Urbana-Champaign is dedicated to building upon its tradition of excellence in education, research, public engagement and economic development.

Founded in 1915

Champaign, IL, US

10001+ employees